> ## Documentation Index > Fetch the complete documentation index at: https://docs.goguardian.com/llms.txt > Use this file to discover all available pages before exploring further. # Users and Permissions > What Site Admins, staff assigned to check-in points, and other staff can do in GoGuardian Visitor, how to give staff access to the Front Desk, and who can unlock kiosk settings. GoGuardian Visitor access depends on 2 things: a user's role at the site in GoGuardian Org Management, and the check-in points they're assigned to. Site Admins have full access. Staff can open Visitor once they're assigned to at least 1 check-in point, and then see only the check-in points they're assigned to. If a staff member can't see what they need, see [Troubleshoot Access](#troubleshoot-access). ## Compare Roles at a Glance | Capability | Unassigned staff | Assigned staff | Site Admin | | - | - | - | - | | Be chosen as a host and get host notifications | Yes | Yes | Yes | | Receive escalation alerts as a notification list member | Yes | Yes | Yes | | Open Visitor | No | Yes | Yes | | Check people in and out on the **Front Desk** | No | At assigned check-in points | At every check-in point | | Review screening alerts and escalate possible matches | No | At assigned check-in points | At every check-in point | | View the **Activity Log** | No | At assigned check-in points | At every check-in point | | Add a badge printer from a front desk computer | No | At assigned check-in points | At every check-in point | | Unlock Visitor kiosk settings with a PIN | No | No | Yes | | See **Visitors on Site** in Hallway | If granted Hallway access | If granted Hallway access | Yes | | Check visitors out from Hallway | No | At assigned check-in points, with Hallway access | At every check-in point | | Manage **Check-In Points**, **Forms**, **Watchlists**, and **Notification Lists** | No | No | Yes | | Give staff access to Visitor | No | No | Yes | Students don't sign in to Visitor. The **Students** tab in Org Management decides who can check in late, check themselves out, or be picked up at the site. Super Users in Org Management are the only people who can create or change **District-Wide** forms. They also need the Site Admin role at a site to open **Forms** there. Site Admins see turned-on District-Wide forms in **Forms** but can't open, turn off, or edit them. ## Assign Site Roles in Org Management Site roles come from GoGuardian Org Management, where OU mappings and individual user mappings assign each user to a site as an Admin, Staff, or Student. An individual mapping overrides the OU mapping for that user. Site Admins then give staff Visitor access by assigning them to check-in points. For step-by-step instructions, see [Add Sites and Users in Org Management](https://docs.goguardian.com/products/visitor/add-sites-and-users-in-org-management.md). ## Understand the Site Admin Role Site Admin is the setup role for Visitor. Everyone on the **Admins** tab for the site in Org Management is a Site Admin. Site Admins have full access at every check-in point, whether or not they're assigned to it. They can: * Set up and change check-in points, kiosks, badge printers, forms, watchlists, and notification lists * Check people in and out, review screening alerts, and view the **Activity Log** at every check-in point * Give staff access to Visitor * Unlock Visitor kiosk settings with their PIN Site Admins don't need to be assigned to a check-in point. ## Understand Assigned Staff Assigned staff are staff assigned to at least 1 check-in point, usually front office staff. Each check-in point lists them under **Assigned Staff**. They can: * Check people in and out on the **Front Desk** * Review screening alerts, confirm or dismiss possible matches, and escalate issues * Edit check-in details and print badges * View the **Activity Log** * Add a badge printer from a front desk computer Assigned staff do all of this only at the check-in points they're assigned to. A staff member assigned to the front office doesn't see check-ins at another check-in point, such as a side entrance, unless they're assigned there too. Assigned staff don't see **Check-In Points**, **Forms**, **Watchlists**, or **Notification Lists** in the sidebar, and they can't unlock Visitor kiosk settings. ## Review What Other Staff Can Do Most staff never sign in to Visitor, and they don't need to. Staff on the **Staff** tab in Org Management can still: * Be chosen as a host, and receive a notification when their visitor arrives * Receive a notification when a visitor or student chooses a room they're assigned to as their destination * Receive escalation alerts by email or SMS if they're on a notification list Escalation emails include a link to the **Front Desk** only for recipients who can open Visitor. ## Give Staff Access to Visitor To give staff access, assign them to a check-in point. They can then open Visitor and work that check-in point's check-ins. Rooms are shared between GoGuardian Hall Pass and GoGuardian Visitor, so staff you assign here are also assigned to the room in Hall Pass. 1. In Visitor, go to **Check-In Points** and open the check-in point. 2. Under **Assigned Staff**, click **Manage Staff**. 3. In **Assign staff to room**, add the staff who check people in and out here. 4. Click **Submit**. 5. Verify the result: The staff appear under **Assigned Staff**. To let the same staff member work at another check-in point, assign them there too. ### Check Who's Assigned Before You Register a Room A check-in point is a room, and Visitor access comes from the room assignment, wherever a Site Admin makes it. Staff assigned to the room in **Settings** → **Rooms** get the same access as staff assigned from Visitor. When you register an existing room as a check-in point, all staff already assigned to it can open Visitor and see screening results and visitor details there. So can staff added to the room later, for example for Hall Pass. Before you register an existing room, review its staff in **Assign staff to room**, in step 5 of [Register a Check-In Point](https://docs.goguardian.com/products/visitor/check-in-points.md#register-a-check-in-point), and remove staff who shouldn't have Visitor access. Removing them unassigns them from the room in Hall Pass too, so staff can't keep the room for Hall Pass without Visitor access. If staff need the room for Hall Pass but shouldn't have Visitor access, register a new room as the check-in point instead, and assign only the staff who check people in and out there. ## Remove Staff Access To remove a staff member's access to Visitor, remove them from every check-in point they're assigned to. While they're assigned to any check-in point, they can still open Visitor and work its check-ins. Visitor doesn't list a staff member's check-in points in one place, so check **Assigned Staff** on each check-in point. 1. In Visitor, go to **Check-In Points** and open a check-in point where the staff member appears under **Assigned Staff**. 2. Under **Assigned Staff**, click **Manage Staff**. 3. In **Assign staff to room**, click **Remove** next to the staff member. 4. Click **Submit**, then click **Remove Staff Member** to confirm. 5. Repeat for each check-in point they're assigned to. 6. Verify the result: The staff member no longer appears under **Assigned Staff** at any check-in point. Removing staff from a check-in point unassigns them from the room in Hall Pass too. Site Admins have access whether or not they're assigned. To remove a Site Admin's access, remove them from the **Admins** tab for the site in Org Management. ## Unlock Kiosk Settings with a PIN A PIN protects kiosk settings, so visitors and students can't change them. Every staff member can set a personal PIN, but only Site Admins can unlock Visitor kiosk settings with theirs. If your site uses kiosks, at least 1 Site Admin needs a PIN. A PIN belongs to 1 staff member or admin and is the same PIN used for Hall Pass kiosks. For how to set it, see [Set Your PIN](https://docs.goguardian.com/products/hall-pass/kiosk-mode.md#set-your-pin). ## Show Visitors on Site in Hallway **Visitors on Site** appears in the Hallway view for everyone with Hallway access. Site Admins always have Hallway access. To give it to staff, go to **Settings** → **Hallway** and turn on **Allow Staff Access to Hallway**, or add them to **Hallway Users**. Assigned staff can also check visitors out from Hallway at their check-in points. For more, see [Hallway View](https://docs.goguardian.com/products/visitor/hallway-view.md). ## Troubleshoot Access | Problem | Cause | Fix | | - | - | - | | A staff member added in Org Management can't open Visitor | The **Staff** role alone doesn't give Visitor access | Assign them to a check-in point in Visitor. See [Give Staff Access to Visitor](#give-staff-access-to-visitor). | | A staff member doesn't see Visitor in the product switcher | They don't have access to Visitor | Assign them to a check-in point in Visitor. See [Give Staff Access to Visitor](#give-staff-access-to-visitor). | | A staff member can still open Visitor after being removed | They're still assigned to another check-in point, or they're a Site Admin | Remove them from every check-in point. For a Site Admin, check the **Admins** tab for the site in Org Management. See [Remove Staff Access](#remove-staff-access). | | A staff member gained Visitor access you didn't give them | They're assigned to a room that's registered as a check-in point, possibly from **Settings** → **Rooms**, or they're a Site Admin | Remove them from every check-in point they're assigned to, which also unassigns them from the room in Hall Pass. For a Site Admin, check the **Admins** tab for the site in Org Management. See [Remove Staff Access](#remove-staff-access). | | A staff member can't open Visitor after a check-in point was unregistered | The unregistered check-in point was the only one they were assigned to | Assign them to another check-in point, or register the room again to restore access for its staff. See [Check-In Points](https://docs.goguardian.com/products/visitor/check-in-points.md). | | A staff member sees only the setup guide on the **Front Desk** | The site doesn't have a form, notification list, and check-in point yet, and no one has checked in at their check-in points | Ask a Site Admin to finish the required setup steps. See [Set Up GoGuardian Visitor](https://docs.goguardian.com/products/visitor/set-up-visitor.md). | | A staff member's PIN doesn't unlock kiosk settings | Only Site Admin PINs unlock Visitor kiosk settings | Ask a Site Admin to enter their PIN | | A Site Admin's PIN doesn't unlock kiosk settings | They haven't set a PIN, or they aren't a Site Admin at this site | Set a PIN in [Set Your PIN](https://docs.goguardian.com/products/hall-pass/kiosk-mode.md#set-your-pin), or check the **Admins** tab for the site in Org Management | | A Site Admin can't edit a **District-Wide** form | Only Super Users can change District-Wide forms | Ask a Super User in Org Management | If a staff member can't sign in to the site at all, check their role in Org Management. See [Add Sites and Users in Org Management](https://docs.goguardian.com/products/visitor/add-sites-and-users-in-org-management.md). ## Resources * [Add Sites and Users in Org Management](https://docs.goguardian.com/products/visitor/add-sites-and-users-in-org-management.md) * [Set Up GoGuardian Visitor](https://docs.goguardian.com/products/visitor/set-up-visitor.md) * [Check-In Points](https://docs.goguardian.com/products/visitor/check-in-points.md) * [Kiosks](https://docs.goguardian.com/products/visitor/kiosks.md) * [Create and Manage Forms](https://docs.goguardian.com/products/visitor/create-and-manage-forms.md) * [Hallway View](https://docs.goguardian.com/products/visitor/hallway-view.md) * [User Roles and Permissions in Org Management](https://docs.goguardian.com/products/org-management/user-roles-and-permissions.md) This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.